Adding Payees into a Pay Batch

Description

An enhancement has been made to the Manual Items pay batch stage so that payees, who have not been included in the pay batch by default on creation of the batch because they have no unpaid transactions, can be added into the pay batch manually if necessary.

For example, if you need to pay manual pay items to a payee in the current pay period but the payee has no unprocessed pay transactions for the current period or any prior periods, the payee will not be included in the pay batch by default. Where that is the case, the payee can be added into the pay batch manually at the Manual Items pay batch stage.

To support adding payees into a pay batch, an Add Payee button has been added at the top of the payee list in the Pay Batch Wizard screen at the Manual Items pay batch stage, as shown in the example below.

On clicking the Add Payee button, the Select Payee screen is displayed, prompting you to search for the relevant payee who is to be added to the current pay batch, as shown in the next example below.

The Select Payee screen allows you to search for the relevant payee based on any combination of the following criteria:

Payee Number
Candidate Number
Payee First Name (leading and trailing wildcard characters ( % ) can be used for partial matching on the name)
Payee Surname (leading and trailing wildcard characters ( % ) can be used for partial matching on the name).

To search for the payee who is to be added to the pay batch, key in any relevant search criteria and click Search. Alternatively, to list all payees who belong to the pay group of the current pay batch and are not already included in the pay batch, click Search without keying any search criteria.

To add a payee who is listed in the Results list on the Select Payee screen, click the radio button next to the relevant payee. The following will occur:

the Select Payee screen closes
the payee is added into the current pay batch
the Payee Pay Details screen opens automatically, thereby prompting you to add manual pay items into the pay batch for the payee who has been added, as shown in the example below.

A payee can only be added into a pay batch manually if the payee belongs to the pay group of the pay batch as of the payee validity period that applies on the end date of the current (open) pay period.

When a payee is added into a pay batch manually the system will not automatically inject any unpaid transactions that are linked to that payee into the pay batch.

In most cases, a payee will need to be added into a pay batch manually because they have no unpaid transactions and were therefore not included in the pay batch at the time it was created.

It is possible that a payee can be created after the pay batch has already been created and can then be added into the pay batch manually. In such cases, the payee may have outstanding transactions, such as a payee allowance. However, any such transactions will not be injected into the pay batch automatically due to the payee having been added into the pay batch manually.

Benefits

This enhancement compliments changes made in this release around pay batch creation and the inclusion of payees in a pay batch, whereby a payee is now only included in a pay batch by default on creation of the batch if they have outstanding pay transactions that need to be processed. This enhancement ensures that, if the payee has not been included in a pay batch by default, the payee can still be added into the batch so that manual pay items can be paid or adjustments can be made to accruals.

Configuration

No configuration required.